Office Manager

Anglo--eastern-Group; Greater London; On-site; GBP 35,000 - 45,000; Full time

Job summary

Anglo--eastern-Group in Greater London seeks an Office Manager to handle administration for a busy, growing office. You will support the Managing Director, manage facilities, coordinate travel, and host guests, contributing to an agile, modern workplace.

The role requires fluency in English, strong organisation, and the ability to co-create efficient processes with the management team. You will oversee reception, document keeping, events, and liaison with suppliers, landlords, and HR/payroll

Qualifications

• Fluent in English writing and speaking.
• Open to learning new software and processes.
• Ability to coordinate multiple tasks and events.
• Strong organizational and administrative skills.

Responsibilities

• Arrange travel for MD, visitors and AE guests; manage travel admin.
• Oversee office management: supplies, reception, and facilities liaison.
• Coordinate with landlord, building manager, and maintenance; manage access and safety records.
• Maintain central document keeping of contracts, certificates, leases, and facilities.
• Assist Managing Director with internal communications, reports, and events.
• Coordinate with HR/payroll data exchange as needed.

Skills

Fluent English

Open to learning

Modern leadership

Organizing teams

Events coordination

Projects coordination

Service mindset

Adaptive to changes

Education

Professional bachelor or equivalent

Tools

MS Office

Job description

This Office Manager takes care of all administration responsibilities related to a well-functioning office. Besides being the direct support and assistance to the Managing Director, the Office Manager is the go-to person for all facility, general office management and hosting guests related topics. Together with Managing Director and local Management Team, the Office Manager plays a crucial role in transforming the workplace and office culture into an agile and modern environment.

Roles and Responsibilities

OFFICE MANAGEMENT: Travel

• Arranging flights, taxi and hotels for MD, visitors and AE guests.
• Contact person/admin for the travel agency.
• Prepare guarantee letters for Visa applications of local travellers.
• Prepare Invitation letters on request of travellers from other offices to Schengen.
• Book/rebook flights for local staff.
• Liaise with Travel Agent and Hotels.
• Admin User for Concur Travel Expense Reporting and review all Travel Expense Reports of new incoming TA’s.

OFFICE MANAGEMENT: Supplies to Office

• Ordering office stationery, kitchen supplies, paper, business cards, letter head, first aid material.
• Liaise with external parties related to the office (Window Cleaner/Cleaning company…).
• Checking and approving related invoices in ES.

OFFICE MANAGEMENT: Liaise with landlord, building manager, facilities of the building

• Report malfunctions or problems to Landlord / administration.
• Be point of contact for landlord and its representatives.
• Ensure access to office when / where needed.
• Maintain office key logbook and parking space administration / remote access control units.

OFFICE MANAGEMENT: Reception

• Book meeting rooms – welcome visitors – prepare meeting room for client meetings, reserve parking lots.
• Pick up and distribute incoming mail.
• Take care of outgoing mail (not ship related).

OFFICE ADMIN: Central Document keeping

• Maintain filing of all documents relating to the business (contracts, certificates), leases, facilities.

OFFICE SUPPORT: Assistance to Managing Director

• Managing internal communication on behalf of the MD.
• Preparing reports or presentations.
• Organizing events, customer gifts, Xmas cards and hampers.
• Alignment on Marketing and others with Group.
• Actively co-create modern working environment and company culture together with MD and local MT.

OFFICE COMPLIANCE

• Coordinate with ASD, SVG and BG on all safety and health related legally mandatory subjects.
• Arrange necessary regular meetings and trainings (in cooperation with QSHE where applicable).
• Maintain records and office signs / plans.

CAR FLEET ADMIN: Company Cars

• Acting as delegate of the personally liable MD.
• Inquiry of car offers, maintain & filing of contracts, arrange fuel cards (if applicable), follow up on insurance cases.
• Act as central contact for new and existing insurances.
• 6-monthly check of valid drivers licenses of company car holders, ensure relevant and mandatory trainings for drivers.
• Aligning with HR Payroll for necessary data exchange.

Education:

• Professional bachelor or equivalent through experience (i.e. Hotel background)
• Open to learning

Specific Business Knowledge:

• MS Office
• Fluent in English written and spoken
• Easy learner in software packages
• Cultural sensitivity, adaptive to organizational changes
• Open for modern leadership
• Drive to improve working processes
• Talent on organizing teams, events, projects
• Service mindset

We aim to provide a dynamic, inclusive, and rewarding work environment where your ideas are valued, your professional growth is nurtured, and you are able contribute to shaping the future of the maritime industry and keeping the world connected. This meaningful and rewarding role provides:

• A unique opportunity to work with a global company with a family feel, who is a recognized leader in ship management
• Development and mentorship to support your professional aspirations
• A culture of professional excellence, employee care, well-being and fun
• A competitive compensation and benefits package

We believe in the potential of our team members and are dedicated to fostering careers, not just jobs.